This Administrative Assistant role is for an individual who has excellent welcome center/reception and impeccable organization skills. This position assists the Office Manager and allows for growth in an industry leading company. Applicants with a great attitude and a zest for excellence will excel at Allied Steel Buildings.
Allied Culture
We believe great service matters from start to finish. It's why going the distance for our clients starts with taking care of our team members. They are our most important asset. We invest in their continuous development, and recognize their contribution to our success. Great work starts with collaborating with a team dedicated to creating value world wide. The Allied Team is highly resourceful, innovative, and competent with extensive experience. Our culture is flexible, offering work-life balance, empowered because everyone's voice matters, unified by promoting "we" over "me" and creative thinking outside the box, it's the Allied way.
Responsibilities
In a professional manner, answer incoming phone calls, providing the necessary information to callers or connecting callers to appropriate Allied team members. Incoming call volume is typically +/- 10 to15 per hour. Must be client centric and be able to interact with partners and potential clients. Able to utilize a CRM system to manage information as part of handling phone calls. Handles customer inquiries and complaints in a clear and professional manner.
Greet visitors and Allied team members, utilizing exemplary hospitality skills. Maintain a welcoming environment in all areas of the office.
Assist with the planning and scheduling of meetings and events, securing any resources which may include creating timelines, agenda items, background materials, snacks and coffee service and group catered meals.
Update company events in calendars and company intranets, and schedule conference rooms for Allied team members. Inform staff of important information related to the office.
Maintain a clean, safe and organized work environment: reception area, copy room, cafe, conference rooms, and public spaces. Monitor supplies for ordering and restocking.
Handles administrative tasks, including shipping and receiving requests, research of information, ordering company swag, tabulation of company polls, etc. Respond to emails and appropriately communicate messages in a timely manner to the team members in different departments.
Assist in travel arrangements for Allied team members, including international travel.
Assist in HR related tasks, including onboarding events.
Use appropriate professional judgment to keep abreast of any changes, issues, or concerns that may impact daily activities and/or schedules
Must be able to use best judgment to execute, sometimes without direction, or know when to ask for assistance
Feels comfortable working independently and always takes initiative
Qualifications
Must possess strong knowledge of MS Office Applications, Google Suite Applications, and additional related software knowledge
Prior experience as a receptionist or office administrative assistant
First-rate organizational skills, self-starter and detail-oriented
Friendly and upbeat with a positive attitude
Strong spelling and grammar acumen
Critical thinking, evaluation and analytical skills
Excellent interpersonal, communication and customer service skills within and outside the organization
Strong ability to manage a variety of tasks simultaneously
Talent and desire to deal with high-pressure situations and in a fast paced environment
Ability to work individually and in a team environment
Must have sense of urgency
Can identify with leadership qualities
Knowledge of CRM systems is a plus
Bilingual in English/Spanish is required
Education
Bachelor's Degree preferred; Minimum certificate from college or technical school, willing to consider extensive experience over education where applicable